Renovating in New York City can feel overwhelming, but it doesn’t have to be! We’ll break down the process of working with the NYC Department of Buildings (DOB) and related agencies that need to be navigated so you’ll know what to expect, who you’ll need, and how to keep things moving smoothly for your project.
Step 1: Find a Licensed Professional
Before submitting anything to the DOB, you’ll need to hire a licensed professional. Typically a Registered Architect (RA) or Professional Engineer (PE) and, depending on the project, sometimes both.
Step 2: Know which agencies to file with.
Your Licensed professional will take a look at your specific project to determine what agencies need to be filed with and in what order. The scope, complexity and location of your project will need to be looked at to make those determinations.
Co-op and Condo Filing:
If you are live in a co-op or condo, you will have to get approval from them prior to getting approval from any city agencies. Their objective is to review the project ensuring that the work will not negatively affect the building or building systems and that certain building rules are followed. Approval processes may vary from building to building but follow similar outlines.
The DOB
The NYC Department of Buildings (DOB) is responsible for overseeing the construction, demolition, and alteration of buildings in the city.
They will be the Primary entity that you will need to gain approval from.
Their goal is to ensure the safety, accessibility, and sustainability of all buildings by making sure NYC Building Code, Zoning Resolution, and other applicable regulations are being followed. The DOB will also review plans, issue permits, conduct certain inspections, and issue violations when work is being done contrary to, or without, proper permits.
Step 3: Getting the right information and Filing correctly
The DOB takes all flings online in a systems called DOB NOW. If you do not have a login, you may need to create one to complete the filing and pay filing fees to the DOB.
Your architect or expeditor will upload the plans to the DOB’s online system, called DOB NOW. Depending on your project, there will be several different filings and categories. Some include:
- New Building (NB): For brand-new structures.
- Alteration type 1 (ALT-CO): For filings to existing buildings that are changing the use or occupancy type, or major changes to the exits.
- Alteration type 2 (ALT 2): For filing in an existing building with no changes tot he certificate of occupancy.
- Plumbing or Electrical Work: For upgrades like new sinks or rewiring.
When preparing to file a project with the DOB, your architect, engineer, and/or expeditor will ensure that you have the correct information on the filed plans along with supporting documents that you may need to obtain.
Items you may need to obtain could include items such as:
- Architectural Survey: A property survey from a licensed land surveyor detailing the existing conditions and boundaries of the site along with elevations of the floors and curbs to determine the building height allowed. This is needed anytime your project will require a zoning analysis.
- Asbestos Inspections: If your project involves changes to a building initially built before April of 1987 you will need a report confirming that Asbestos will not be disturbed, or will be handled properly. Several routes can be taken, however the issuance of an ACP-5 from a licensed asbestos inspector will be needed. Some common locations for asbestos are in floor adhesive, certain tiles and shingled, and piping insulation among other things.
- Special Approvals: Depending on the nature and location of the project, you may need landmarks approval, or approval from the Board of Standards and appeals (BSA) if you want to do something not allowed by the zoning code. Typically your architect will get approval from Landmarks and will work with a Zoning lawyer to get BSA items approved.
Step 4: Submit Your Plans to the DOB
If your project includes renovation of plumbing fixtures (sinks, toilets, tubs/showers, gas appliances or equipment) you must file both Plumbing (PL) and General Conditions (GC) plans. These are reviewed, approved, and issued permits separately. The DOB will review your filing(s) to ensure compliance with zoning, building codes, etc.
Step 5: Address Plan Reviews and Fix Issues
If filed as a standard plan examination, the DOB will review the plans and check for compliance with all the rules.
A DOB examiner will review your plans and may request changes (these are called “objections”). Don’t stress Objections are almost always issued—your architect will make the updates and resubmit. This back-and-forth process can take a few weeks, or a few months, depending on the current DOB backlog and project type, but it’s all part of getting approved.
Step 6: Get the Right Permits
Once your plans are approved, you’ll need permits to start construction. Permits need to be signed for by the license contractor and will expire at the earliest expiration date for their insurances. Insurances can only be renewed annually so it is fairly common for a permit to expire within a year or even a few months. Don’t worry, renewal is a quick and easy process.
Your contractor will typically handle pulling these permits with help from your architect or expeditor if needed.
Step 7: Inspections During Construction
Once construction begins, your architect and the DOB will conduct a series of inspections to ensure that the work is progressing according to the approved plans and in compliance with building codes. Depending on the scope of your project, you will need at a minimum a fire stopping and a final inspection. These inspections are as follows:
- Foundation Inspection
- Framing Inspection
- Firestopping Inspection
- Plumbing and Electrical Inspections
- Final Inspection
Some phases of construction must pass inspection before the next phase can proceed. It’s essential to coordinate with your architect, construction team, and the DOB to schedule these inspections in advance.
Step 8: Post Approval Amendments
If your layouts/plans change after they have been approved by the DOB, your architect will need to file for a Post Approval Amendment (PAA). This entails updating the drawings to reflect any changes that occur during construction and resubmitting to the DOB for approval. As long as all of the work complies with applicable codes and regulations Once your architect has submitted the revised plans to the DOB, your examiner will have up to another two weeks to review. The process for PAA approval is the same as initial approval; the plan examiner has the option to issue objections for further revisions or clarifications to be added to the plans.
Step 9: Certificate of Occupancy and Sign Offs
Once the construction is complete, the final step is to either obtain a Certificate of Occupancy (CO) or Letter of completion (LOC). The Certificate of Occupancy confirms the building use and occupancy and requires the building to be clear of any open applications to the DOB, finished with all inspections, and clear of any violations, whether or not they relate to your specific project.
The issuance of the CO marks the official completion of the project, allowing tenants or owners to occupy the space legally.
If you are not changing the occupancy of the building, your architect will obtain a Letter of completion (LOC) by closing out all applications related to the work that was performed on the project.
Conclusion
Filing a project with the NYC DOB may seem like a complex process, but with careful planning and a knowledgeable architect, you can successfully navigate the system. Understanding each step and knowing who to involve will help you avoid costly delays, ensure your project is safe and compliant with NYC standards, and, most importantly, bring your dream project to life.
